Data Protection and Privacy Policy

This document sets out how The Walden Clinic collects, stores and processes your data to ensure we are GDPR compliant. 

Data Control 

The Walden Clinic is a data controller. 

What data do we collect and process? 

  • Personal data: basic contact information – e.g. name, address, telephone number, GP details. 
  • Sensitive personal data: Therapy contract, therapy records (including notes, letters, reports, outcome measures). 
  • Electronic data: If you email us we will collect any information you provide us with, and your email address. 

The lawful basis for processing personal data 

The Walden Clinic has a legitimate interest for processing your personal and sensitive data. We need this information in order to provide a psychological therapy and assessment service. 

How we use your personal data? 

We use your data to: 

  • provide a psychological therapy and assessment service. 
  • process payment for services. 
  • send email/SMS reminders of appointments. 
  • contact you 

How do we share personal information? 

We do not normally share information about our clients with any third party. Therapy is a confidential process and you should feel confident that your information will not be shared. 

There are some specific exceptions to this: 

  • Each clinician is required to undertake regular supervision and will share details of client work as and when appropriate with supervisors who are also HCPC registered.
  • We share client names with our accountant, Jeffrey Crawford & Co.
  • The clinic has admin support who deal with client records (contact details, clinic notes, typing letters).
  • When there is need-to-know information for another health provider, e.g. your GP. 
  • When disclosure is in the public interest, or where there is a legal duty. 
  • When there are concerns about risk of harm to yourself or to another. We will discuss such a proposed disclosure with you unless we believe that doing so could increase the level of risk to you or someone else. 

Keeping your personal information secure 

Our email account is monitored by Dr Aileen Ward, Clinical Psychologist. Personal information is minimised in emails and phone communication. We use a secure email provider with encryption services provided. 

We do not use open or unsecured Wi-Fi networks to send any personal information. 

We keep paper and electronic notes for the purposes of providing therapy and assessments. Paper notes and other written information are stored in a locked metal filing cabinet. Electronic notes and electronic databases are stored on a secure service which is password protected. Mobile devices are protected with a passcode/thumbprint. 

Any letters sent to you, your GP, or any other third party, will be sent with your consent. Letters will be sent by post or password protected in an e mail. 

How long do we keep your information? 

The Walden Clinic will hold records for 7 years following the date of the last contact, following which records will be destroyed. 

If you have any questions with regards our Data Protection and Privacy Policy please do not hesitate to contact us at admin@thewaldenclinic.co.uk